Job Details

Administrative Analyst/Sr Admin Analyst

  2021-12-23     City of San Luis Obispo     990 Palm Street - HR  

invites applications for the position of:
Administrative Analyst / Senior Administrative Analyst

An Equal Opportunity Employer


$36.41 - $45.49Biweekly
$2,913.00 - $3,639.00Annually
$75,738.00 - $94,614.00

OPENING DATE: 11/19/21

CLOSING DATE: Continuous


The City of San Luis Obispo is looking for an Administrative Analysts which will be either an Administrative Analyst or a Senior Administrative Analyst. The level of responsibility and salary will be based on qualifications of the applicant. (see Education and Experience below).

This opening is in our Utilities Department. If an eligibility list is created, this list may be used in the next twelve months for other Administrative Analyst or Senior Administrative Analyst positions in other City departments.

Administrative Analyst:
Salary range:
$2,641 - $3,302 - Bi-weekly
$68,666 - $85,852 - Annual

Senior Administrative Analyst:
Salary range:
$2,913 - $3,639 - Bi-weekly

$73,738- $$94,614 - Annual

This position will be open until filled.



Develops and/or administers complex departmental or program budgets, conducts organizational and/or operational analysis, initiates and carries out program and/or project management, and planning activities. Conducts surveys, studies, and analyses on a variety of complex City related problems or issues; evaluates existing and proposed systems, procedures and organizational structures. Analyzes statistical data and makes recommendations on changes in policy, procedures, staffing, and organization. Organizes and presents results and implements approved policy or procedure changes. May supervise office support or other assigned staff.


Performs advanced journey-level professional, analytical, and administrative work for an assigned department. Positions allocated to this class exercise a high degree of responsibility for budgetary research and analysis and/or major project administration and provide recommendations having significant organizational impact for consideration by department management or the City Council. Incumbents in this class must have considerable administrative experience and in-depth knowledge of the policies, procedures, and City operations. This class is distinguished from the Administrative Analyst by the complexity of work assigned and the expertise required to perform assigned duties under minimum supervision. Incumbents in this class develop, plan, organize, supervise, and implement various city- or department-wide systems and programs that are generally larger in scope, have a higher level of complexity, higher consequence of error, and require additional knowledge and abilities than the Administrative Analyst classification. Incumbents are expected to exercise considerable latitude in selecting study approach and analytical techniques and in making sound recommendations based upon study results. Incumbents may also supervise, train, review and evaluate assigned clerical, technical and other support staff.

Experience and willingness to work in a variety of departments is desirable and encouraged.



This job class receives general direction from a department head or senior management staff member within a broad framework of established policies and procedures. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and they are expected to be fully aware of the operating procedures and policies within the department assigned. The Senior Analyst may provide direct supervision, including work evaluation, to office support staff on a project or day-to-day basis.



(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

  • Coordinates, prepares, oversees and performs professional-level analytic work in such areas as budget review and development, financial administration and reporting, revenue allocation, purchasing, contract administration, management analysis, information technology, systems administration, project management, public information and program evaluation.
  • Prepares, monitors and reconciles a variety of budgets, contracts, grant-funded and/or state-or federal-funded programs which require adherence to regulations, policies and procedures.
  • Allocates project or program appropriations, expenses and revenues to specific budget centers; prepares periodic reports regarding income and expenses; confers with internal and external auditors to ensure all program guidelines are met.
  • Plans, organizes, develops and manages complex and varied program specific projects; coordinates the activities of personnel involved in the development and implementation of assigned projects; assists in the definition of project scope and objectives; develops project plans.
  • Confers with department managers on the more difficult management/administrative problems, supervises or leads in gathering facts and data for problem resolution; evaluates and prepares comprehensive reports and recommendations for improved City departmental operations, services systems or organizational methods. Contacts other organizations for information, makes recommendations and implements policy and procedural changes after approval.
  • Evaluates policies and procedures and recommends and implements changes to improve efficiencies or ensure compliance with guidelines, laws, or regulations. Identifies best practices in specific program or service areas, preparing reports with recommendations for courses of action.
  • Assists in interpreting departmental policies; assists department head and managers on administrative problems and procedures; assists in the installation of new programs, systems, and procedures; develops criteria on which to evaluate personnel needs, operating effectiveness, and budgetary requirements.
  • Negotiates and develops contracts, grants and special funds to meet specific City or department needs.
  • Provides technical assistance and serves as the department business workflow analyst for the regulatory application and workflow systems such as permits, plan review, licensing, and code compliance, or other departmental systems; performs analysis of processes to evaluate and recommend methods to continuously improve procedures, services, and systems; performs workflow analysis and implements improvements to procedures, services, and systems.
  • Gathers information supporting recommendations for equipment and service purchases.
  • Participates on a variety of interdisciplinary committees and commissions and represents the City on programmatic issues to a variety of community and stakeholder groups; may lead or coordinate special task forces assigned to various projects.
  • Serves as staff liaison to advisory bodies to Council or ad hoc committees.
  • Prepares and submits City Manager and City Council agenda reports, resolutions, ordinances and correspondence regarding assigned activities.
  • Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, Council, organized employee groups, and representatives of various organizations.
  • Provides department support for City's website, department work order systems, and department specific operational software.
  • Prepares effective press releases, Council notes, brochures, reports, and other marketing materials for the department.
  • May plan, organize, coordinate and supervise the work of assigned office support staff; may participate in selection processes and may evaluate the work of assigned staff.
  • May provide motivation and training; may develop schedules and methods for performing assigned duties.
  • Performs related duties similar to the above in scope and function as required.


Knowledge of:

  • Principles, practices and procedures of accounting and automated financial record keeping, including auditing and reconciling financial documents and records.
  • Principles of public administration and public policy.
  • Functions and services of a municipal government, including new trends and innovations.
  • Principles and procedures of budgetary systems including fiscal tracking and reporting.
  • Practices for gathering, compiling and summarizing fiscal and program information from a variety of internal and external sources.
  • Office administrative practices and procedures, including records management and inter-departmental work coordination.
  • Computer applications related to the work, including word processing, spreadsheet, website and database applications.
  • Principles of project management.
  • Applicable federal, state, and local laws and regulations.
  • Principles of customer service.
  • Principles of community relations.
  • Advanced facilitation and meeting management skills.
  • Techniques for making effective public presentations.
  • Basic supervisory principles and practices.
  • Techniques for training staff in work procedures and evaluating staff performance.
  • Standard office administrative and workflow practices and procedures.

Ability to:

  • Use proper grammar, proofread, edit, write, and present complex materials.
  • Conduct a variety of studies, evaluating alternatives and preparing sound recommendations for operational or procedural changes; follow through with implementation of approved changes.
  • Use tact, initiative, prudence and independent judgment within general policy and legal guidelines.
  • Prepare, track and reconcile a variety of budgets, grant-funded or state-or federal-funded programs and ensuring adherence to both City and federal, state or grant regulations, policies and procedures.
  • Interpret, apply and explain policies, laws and regulations related to the administrative operations and procedures of the City, department and/or unit.
  • Prepare accurate, effective and timely reports, contracts, correspondence, procedures and other written materials, for the City Manager, the City Council, other departments and public and private agencies.
  • Create, schedule, coordinate and manage complex project plans; coordinate multiple projects and meet critical deadlines.
  • Properly interpret and make decisions in accordance with laws, regulations and policies.
  • Analyze situations independently and accurately and develop effective courses of action.
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Work in a team atmosphere and participate on or lead a variety of departmental and City-wide committees to enhance the provision of all City services.
  • Use specialized software related to the department to which assigned, including database management, graphics and publication production and departmental website maintenance.
  • Occasional evening or off-hour shifts and available for after-hour calls.
  • Work in a standard office setting and to use standard office equipment, including a computer.
  • Lift and carry office materials weighing up to ten pounds.
  • Vision to read printed materials and a computer screen.
  • Communicate effectively in person and over the telephone.
  • Plan, assign, supervise, review and evaluate the work of support staff.  Train staff in work procedures.



Administrative Analyst:

Graduation from a four-year college or university with major coursework in business, public administration, accounting, economics or a field related to the work.
Two years of experience performing increasingly responsible administrative, analytical, and/or program management duties, preferably in a municipal government setting 
An equivalent combination of education and experience.

Senior Administrative Analyst:

Graduation from a four-year college or university with major coursework in business, public administration, accounting, economics or a field related to the work, possession of a graduate degree is desirable


Four years of professional-level project management, fiscal reporting, accounting, budgetary and related organizational analysis experience, preferably in a municipal government setting


An equivalent combination of education and experience.


  • A valid California class C driver's license and a satisfactory driving record.


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